Administration of Medication Procedure

In this procedure, words in italic text are defined terms which have the specific meanings set out in Gowrie Victoria Policies and Procedures – Definitions and Abbreviations.

Purpose

The purpose of this procedure is to ensure that the administration of medication to children at Gowrie early learning services is carried out safely, accurately, and in accordance with regulatory and ethical standards. This procedure upholds the health, safety, and wellbeing of every child, and reflects our centre’s commitment to being a Child Safe Organisation.

This procedure supports the 11 National Principles for Child Safe Organisations by:

• Embedding a culture of child safety and care into everyday practice.
• Ensuring staff are appropriately trained, competent, and accountable in handling and administering medication.
• Promoting transparency and family involvement through clear communication and consent processes.
• Respecting children’s individual health needs, rights, and diverse backgrounds.
• Creating a safe physical environment by securely storing medication and monitoring its use.

Through this procedure, we aim to protect children from harm, respond to their health needs with diligence and continuously review our practices to maintain the highest standards of care and child safety.

Medication could be given to a child as part of their routine treatment for a medical condition, or when a child falls sick or is injured at the service.

This procedure sets out steps to be taken to ensure that:

• all children requiring medication as part of their routine care for a medical condition are given that medication safely and in accordance with the national regulation
• medication is stored safely and in accordance with the manufacturer’s requirements
• if a child is injured or falls ill at the service they receive any medication required as part of their immediate treatment in line with the child’s medical management plan
• all required reports about the administration of medication are made to families and government entities
• Tent by securely storing medication and monitoring its use.

Scope

This procedure applies to all staff members, volunteers, students on placement and contractors/labour hire employees of Gowrie Victoria.

Procedure statement

Consent for routine administration of medication

Consent for the routine administration of medication must be:

• given by a child’s families or a person authorised to consent to the administration of medication by the families or guardians (National Regulations r92(3)(b))
• recorded in a medication administration record

The staff member with responsibility for the routine administration of medication to a child must check the medication administration record to ensure that there is written authorisation for the medication to be administered to the child (National Regulations r93(1)(a), r93(3)(a)).

Consent for administration of non-prescription medication for a limited period

If a child needs non-prescription medication for a limited period (creams, ointments etc), a parent or guardian of a child, or a person authorised to consent to the administration of medication as shown in the child’s enrolment record, can enter the details of the medication and administration required in the medication administration record.

Non-prescription medication will only be administered for a maximum period of one week. If administration is required for a longer period, then written authorisation from a registered medical practitioner must be obtained.

Paracetamol/Ibuprofen/aspirin

Paracetamol and Ibuprofen will be treated as prescription medication and will not be administered to a child without a written instruction from a registered medical practitioner stating:

• the indicators or symptoms for which the medication should be administered
• the dosage to be given
• the intervals between administrations
• the period of time for which it should be administered
• that the child is not infectious and is fit enough to attend the service

Aspirin will not be administered to a child at the service.

Consent for emergency administration of medication

See Acceptance and Refusal of Authorisation Procedure

No authorisation required for an anaphylaxis or asthma emergency

Medication can be administered to a child in an anaphylaxis or asthma emergency without authorisation (National Regulations r94(1)).

Authorisation required for other emergencies

A staff member treating a child who wishes to administer medication in an emergency must:

• check the child’s enrolment record to see if there is an existing written authorisation for the medication to be administered, and if not verbal authorisation must be given to two early years leaders/educators by:
• a parent, or if the child’s families are not available
• a person authorised in the child’s enrolment record to consent to the administration of medication, or if that person is not available
• a registered medical practitioner or an emergency service (National Regulations r93(5))

Administration practice

First dose to be administered by the child’s families

Except if medication is administered in an emergency, families are required to administer the first dose of any new medication to the child and monitor the child for any adverse effects. It is a requirement that this is done at home.

Following the child’s medical management plan

In the case of a child with a medical condition, the child’s medical management plan must be followed (National Regulations r90(1)(c)(ii).

Standard procedure for administering medication to a child

Medication must not be administered to a child except in accordance with this procedure (National Regulations r93(1)(b), r93(3)(b)).

A staff member administering medication to a child must: (National Regulations r95)

• check that:
• it is in its original container
• it has its original label on it
• if it has been prescribed by a registered medical practitioner, the label shows the child’s name
• it is not past its use by date
• before giving the medication to the child ensure that a colleague:
• confirms the identity of the child is correct
• checks the dose of the medication is correct
• follow any instructions for administration of the medication:
• attached to the medication; or
• given in writing or verbally by a registered medical practitioner

Refusal of medication

If a child refuses medication required for the management of a medical condition or illness, the child’s families must be contacted as soon as possible and asked to come to the service to administer the medication themselves.

If the child still refuses the medication, the families will need to be asked to take the child home.

Self-administration of medication

Self-administration of medication by a child must not be allowed at the service.

Recording the administration of medication

Child’s medical record

A record of the administration of medication to a child must be recorded in a medication administration record (National Regulations r92(1,3).

In cases where a child has a chronic condition requiring regular administration of medication over a long period, the service can use an individual medication book to reduce the amount of written information required each day.

Child’s incident, injury, trauma and illness record

If medication is given to a child to treat an injury or illness, a record of the administration of medication must be included in the record made of the injury or illness in the child’s incident, injury, trauma and illness record (National Regulations r87(3)).

Reporting the administration of medication to families

Emergency administration of medication

If medication was administered to a child in an emergency following a verbal authorisation, a parent or other family member must be given written notice of the administration as soon as practicable (National Regulations r93(2)).

If medication was administered without authorisation in response to an anaphylactic reaction or a severe asthma attack, a parent of the child and emergency services must be notified as soon as practicable (National Regulations r94(2))

Incorrect administration of medication

If medication needs to be administered routinely to a child to manage a medical condition, and it is administered at the wrong time or at the wrong dose, the child’s families must be informed as soon as possible.

Note that incorrect administration of medication might be a serious incident, requiring a report to the DET. This will depend on the effect of the incorrect administration on the child.

Reporting the administration of medication to DET

If the treatment was given in response to an anaphylactic reaction, a severe asthma attack or a seizure, the matter must be reported to the DET within 24 hours as a serious incident (National Regulations r12, National Law s174(2)(a), National Regulations r176(2)(b)).

Storing medication

General requirements

Early years leaders and educators must ensure that:

• all medication brought into the service by a child in their group or by the child’s families is taken from them and stored in accordance with this procedure
• no medication is left in a child’s bag
• all medication is stored:
• in accordance with manufacturer’s instructions
• in locations where it is accessible to staff who may want to use it
• where it is secure from any child

Storage location of medication required for emergency use

Medication which might be needed to provide emergency treatment to a child with a medical condition must be stored in the child’s individual medical management kit.

Authorisation

Approved by the Executive Manager, Early Learning

Name	Nicole Pilsworth
Signature
Date	14/01/2020

References